The Town of Jarratt, Virginia, (hereafter referred to as “the Town”), seeks an appropriately licensed and qualified company and/or individual to provide cleaning services for a municipal owned restaurant building (hereafter referred to as “Cleaning Services”). The successful contractor (hereafter referred to as “Contractor”) shall serve as an independent contractor (not as an employee) and therefore shall not be entitled to any employee benefits.

SELECTION CRITERIA

Proposals will be reviewed and analyzed based on the following criteria:

The projected timeline for this RFP is listed below and is subject to change

EVENT

DATE

RFP Issued

08/14/18

Site Visit – 118 Jarratt Avenue, Jarratt, VA

08/29/18, 6:00 PM, EST

Deadline for RFP Submission

09/10/18, 5:00 PM, EST

Opening of RFP

09/11/18, 7:15 PM, EST

Service Begins

09/17/18

GENERAL CONDITIONS AND INSTRUCTIONS

Disclaimer: This Request for Proposals (hereafter, “RFP”) is not a contract offer.

Proposal Submittals: Proposals must be received no later than 5:00 PM, EST, on September 10, 2018, all RFP’s will be publicly opened on September 11, 2018 at the Jarratt Town Council meeting, which begins at 7:00 PM in the Council Chambers.

Respondents must submit one original and three (3) copies of the proposal. Proposals may be hand delivered or mailed to:

Melanie Wilson

Reference “Cleaning Services for Restaurant Building”

Mayor

Town of Jarratt

108 S. Braxton Avenue

PO Box 336

Jarratt, VA 23867

Questions about Proposal Requirements: Respondents with questions regarding this RFP may contact the following individual by email or phone:

Addendums: Addendum(s) to the RFP may be issued by the Town. When issued, addendum(s) will be posted on the Town’s website under the “Request for Proposals” link. It is the respondent’s responsibility to check to see if RFP addendum(s) have been issued by the Town and to ensure that its proposal addresses all addendum(s).

Proposal Package Form: All proposals shall be typed or printed in ink and be clearly legible. Mistakes must be crossed out and corrections typewritten or written in ink adjacent thereto and initialed in ink by the party signing the proposal, or the party’s authorized representative.

Late Proposals: Proposals received after the deadline for submission shall be rejected and not considered.

Review of Proposals: The Town reserves the right to waive informalities, non-material defects, or clerical errors in any proposal. The Town also reserves the right to reject any and all proposals, or any part of a proposal, when said action is deemed to be in the best interest of the Town. The Town reserves the right to negotiate with one or more respondents as it sees fit. Proposals will be evaluated based on what is in the best interests of the Town. Cost may not be the sole factor in evaluating proposals. No contract rights shall accrue to a respondent unless and until the Town and the respondent execute a binding contract.

Proposal Costs: All costs incurred in the preparation of the proposals will be borne entirely by the individual/firm submitter.

Ownership of Proposals: All proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act.

Irrevocability of Proposals: Respondent(s) may amend or withdraw their proposals prior to this RFP’s due date and time by submitting a clear and detailed written notice to the Town. All proposals become irrevocable after the date and time they are due.

Assignment and/or Subcontracting by Selected Respondent: Assignment and/or subcontracting by successful respondent(s) to third party of any contract based on the Request for Proposal or any monies due is prohibited and shall not be recognized by the Town.

Collusion: Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such person responsible for said misrepresentation or collusion. In the event that the Town enters into a contract with any respondent who is responsible for a misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

Defense and Indemnification: Any person contracting with the Town must, to the fullest extent permitted by law, indemnify, defend, and hold harmless the Town and its agents and employees from and against all claims, damage, loss or expense including reasonable attorney’s fees arising out of or resulting from the performance of the contract. Selected respondents shall pay any and all attorney’s fees incurred by the Town, its agents, or its employees, in enforcing any of the selected respondent’s defense or indemnification obligations. In any and all claims against the Town, or any of its agents or employees, by any employee of a selected respondent, or anyone directly or indirectly employed by a selected respondent, or anyone for whose acts a selected respondent is liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or a selected respondent under Workers’ Compensation Acts, disability benefits acts, or other employee benefits acts.

Conflicts of Interest: By submitting a proposal the respondent certifies that no officer, agent or employee of the Town who has a pecuniary interest in this request for proposal neither has nor shall participate in the contract negotiations on the part of the Town, that the proposal is made in good faith without fraud, collusion or connection of any kind with any other respondent of the same call for proposals, and that the respondent is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm. Respondents must fully disclose, in writing to the Town on or before the closing date of the RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the respondent were to become a contracting party pursuant to the RFP. The Town shall review any submissions by respondents under this provision and may reject any proposals where, in the opinion of the Town, the respondent could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the respondent were to become a contracting party pursuant to this RFP.

Rejection: The right is reserved to reject any and all, or any part thereof, of all bids or proposal when such action is deemed in the best interest of the Town.

TOWN OF JARRATT

BID PROPOSAL FORM

CLEANING SERVICE CONTRACT FOR MUNICIPAL RESTAURANT BUILDING

BID FORM:

NAME ________________________________________________________________________

COMPANY NAME _______________________________________________________________

The undersigned declares that he/she has visited the facility and thoroughly examined the Contract Documents for the proposed work and that, if his/her bid is accepted, he/she will enter into the Agreement with the Town (contract provided by the Town) and that he/she will take payment for work performed after the facility passed an inspection by the Health Department.

Price given is the final to the Town. The Town of Jarratt reserves the right to accept any or any part of bids, to reject any, all, or any part of bids, to waive any formalities or informalities in the bidding process, and to award the bid deemed to be in the best interest of the Town.

SCOPE OF WORK

· The Mayor and Chair of the Facilities Committee shall be the contractor’s direct contact and periodic inspections will be held during this project.

· The contractor shall employ only honest and responsible employees, skilled in the tasks assigned to them. The contractor shall be responsible for all conduct of his/her employees.

· The contractor shall be fully and directly responsible for any and all damage to buildings and their contents due to theft attributable, directly or indirectly, in whole or in part, to its employees and/or as a result of doors and/or windows left unlocked by successful bidder’s personnel.

· All work shall be completed in a thoroughly professional and workmanlike manner in strict accordance with the Contract Documents.

· Any areas that are damaged during the course of the work shall be repaired or replaced to the satisfaction of the Town at no additional cost.

· The Town of Jarratt reserves the right to make reasonable changes to the scope of work and to delete any portion of the service upon notification of the contractor.

HOURS OF SERVICE

· The hours of service are to be any day of the week other than Sunday.

PAYMENT

Contractor will be paid for the performance of cleaning services work after work has been completed. There will be no partial payments for services and no payment in advance. Once the building has passed inspection by the Health Department and the Jarratt Town Council, payment for services will be made.

OBLIGATIONS OF THE CONTRACTOR

The contractor shall, at his/her own expense, provide all manner of supervision, labor, materials, apparatus, appliances, tools, machinery, transportation, and whatever else may be required of every description necessary to do and complete the work, and shall be solely answerable for the same and for the safe, proper, and maintenance, and use thereof. The contractor shall employee only competent workers and shall provide experienced supervisors.

WATER SUPPLY AND ELECTRICAL ENERGY

The contractor may use the Town’s facilities to obtain the electrical energy and water supply necessary for cleaning purposes.

TECHNICAL SPECIFICATIONS

1. GENERAL CLEANING

o Full cleaning service shall be performed.

o Clean all walls – mural included

o Clean all doors, door jambs and other vertical surfaces

o Mop lavatory floors using a minimum of two ounces of disinfectant per gallon of water.

o Clean and sanitize all shelving in the walk-in cooler with food safe chemicals only.

o Steam clean all floors in the kitchen area

o Hood filter to be degreased

o Hood grease pan to be cleaned and degreased

SPECIAL NOTES

Sanitation Standards – To ensure a healthy and safe facility environment in which to work, all cleaning procedures must adhere to the highest standards as they relate to the health and well-being of all building occupants.

Cleaning Chemical Applications – Every effort must be made to use proven environmentally safe cleaning products, polishes, etc.

Labor, Supplies, Equipment, etc. – To Be Supplied by Contractor – Provide all necessary labor, cleaning supplies, and cleaning equipment, in order to properly clean the facilities.

TOWN PROVIDED PRODUCTS – The Town will not provide any products for cleaning the building.

Damaged, Defective or Inoperable Items: Contract shall report any and all damaged, clogged, leaking or inoperable plumbing and fixtures to the Mayor immediately, 434-535-8865, cell 434-594-5816.

TOWN OF JARRATT, VIRGINIA

INSURANCE REQUIREMENTS FOR

CLEANING SERVICES FOR THE RESTAURANT

LOCATED AT 118 JARRATT AVENUE, JARRATT, VA 23867

The successful bidder agrees to maintain in force at all times during the Contract the following coverage’s placed with companies licensed by the State of Virginia.

(Minimum Limits)

General Liability* Each Occurrence 1,000,000

General Aggregate 2,000,000

Products/Completed Operations Aggregate 2,000,000

Auto Liability* Combined Single Limit

Each Accident 1,000,000

Umbrella* Each Occurrence 1,000,000

(Excess Liability) Aggregate 1,000,000

*The Town of Jarratt shall be named as “Additional Insure.” Coverage is to be provided on a primary, noncontributory basis. Waiver of subrogation must be provided.

If any policy written on a “Claims Made” basis, the policy must be continually renewed for a minimum of ninety (90) days from the completion date of the Contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the Contract for ninety (90) days from the completion date.

Workers’ Compensation and WC Statutory Limits

Employers’ Liability

· EL Each Accident $100,00

· EL Disease Each Employee $100,000

· EL Disease Policy Limit $500,000

Original, completed Certificates of Insurance must be presented to the Town prior to Contract execution. The successful bidder agrees to provide replacement/renewal certificates at least 60 days prior to the expiration of the policy. Should any of the above described policies be cancelled before the expiration date, written notice must be given to the Town thirty (30) days prior to cancellation.

INSURANCE AND LIABILITY

Workers’ Compensation Insurance: In accordance with the State of Virginia Workers’ Compensation laws, Contractor shall carry Workers’ Compensation and Employers’ Liability Insurance for all persons employed in the performance of services under this RFP. Contractor shall provide the Town with a certificate verifying such coverage before commencing services under this RFP. Such policy shall require thirty (30) days notice to the Town in writing prior to alteration, cancellation, termination or expiration of any kind.

Automobile Liability Insurance: Contractor shall be required to carry Automobile Liability Insurance in limits, based on the services to be provided, in limits of not less than one million dollars ($1,000,000), combined single limits. Contractor shall provide the Town with certificates verifying such coverage acceptable to the Town before commencing services under this RFP. Such policy shall require thirty (30) days notice to the Town in writing prior to alteration, cancellation, termination or expiration of any kind.

Defense and Indemnification Provisions: The Contract shall indemnify and save harmless the Town, their officers, agents, and employees from claims, suits, actions, damages, and costs of every name and description resulting from the negligent performance, negligent acts, errors, or omissions in the work performed by ______________________.